Cathedral School Llandaff


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Cathedral School Llandaff


Company Background
Cathedral School Llandaff is one of the leading schools and is highly respected in South Wales and beyond. The site of the school not changing for many hundreds of years.

The Problem and requirements
The school had unaccountable print volumes at a high cost with poor levels of service. There was a need to improve the hardware the levels of service and make every printed page accountable within the school for departments, members of staff and pupils alike. 

 

The Solution
Blue Sky recommended the installation  of three types of Canon hardware throughout the school strategically placed to keep staff content and enable print release at a number of print stations with secure follow-me-print. This would be enabled by the authentication using security cards already used by members of staff within the school. 

  • follow-me-print giving 100% print uptime.
  • improved service with remote maintenance.
  • One touch point for all members of staff.
  • complete accounatbilitry and no wasted print.
 
Blue Sky were most impressive and professional from initial bid through to implementation. They carried out the collection and delivery of the historic fleet and enabled a smooth passage to the latest technology
— Robert Leek - Bursar Cathedral School Llandaff.
 

Solution Components in Summary

MPS Software: UNIFLOW version 5.3 with statistics and rules based printing.
Canon hardware: Canon IRADVC5251, 3325, 1325 devices.
DeviceManagement: remote Canon e-maintenance.
 

INSTALLATION

Collection and delivery of incumbent hardware with staged implementation of UNIFLOW software. Hardware installation taking 2 days with software a further day.

SMS UK PLC


SMS UK PLC


Company Background
SMS UK PLC (previously Utility Partnership Limited - UPL) is one of the energy industry’s most innovative companies, developing and delivered utility and energy services to energy industry and corporate clients saving millions of pounds in costs as well as valuable time.  
 
It is the only UK service provider of utility infrastructure, smart metering and energy services offering a complete and fully integrated management solution. With its headquarters in Cardiff, the company’s aim is to help customers make sense of the complicated utility environment. It provides a broad range of services covering the entire utilities connections process, from feasibility to energy management, using its experience and knowledge of the utility and energy markets to deliver the right solution for their clients.  

The Problem
UPL receives thousands of utility invoices from its clients every week for analysis. All the information on these invoices needs to be imported into their management system for analysis. The amount of data that has to be captured from each invoice is considerable, over 30 pieces of data in many cases, which created a bottleneck in the process because data had to be manually keyed into their system.  

The Requirements
As part of our business audit and consultation to supply Canon MFP's for UPL’s printing and document handling requirements, it was also clear that we could help the business save time and money using cutting-edge data capture and software which would:

  • automatically extract data from these invoices
  • upload it to their systems for analysis
  • create electronic copies in PDF format that could be stored safely on their server for retrieval if needed
  • make the process easier, error-free and save valuable working hours

The Solution
UPL chose the data capture software called PSI:Capture intelligent document and data capture solution which provided all the capability the company needed to rapidly extract data, both summary and line item detail, from a variety of client utility invoices and other utility documents.

 
We previously had to mobilise a substantial work force to input this data manually into our analysis database but now the software has resulted in tangible productivity gains, and a return on investment within three months.
— Martyn Atack, utility portfolio manager, Utility Partnership Ltd.
 

Solution Components in Summary

Capture Software: PSI:Capture with Advanced Data Extraction 
Output Formats: Text-searchable PDF and CSV data file 
Content Repository: Network folders 
Business Systems: In-house analysis database 
Scanner: Canon Multi-function Printer

Data is exported into Excel format and imported into a Bill Analysis Database. Scanned documents are converted to PDF.

PSI:Capture classifies the invoice type, applies the appropriate template and extracts all the data from each invoice.

GRM Windows Ltd.


GRM Windows Ltd.


Company Background 
GRM windows has grown to become one of South Wales most established suppliers of PVCu windows, doors, panels and conservatories and has been supplying directly to trade and public for more than 35 years. The company takes a pride in providing a quality service, a wide range of products and competitive prices.

The Problem 
The company was having difficulty storing and accessing accounts paperwork such as sales orders, purchase invoices and delivery notes. In addition, manual keying of data from these documents into the accounts system, Sage Line 50, was becoming more and more time consuming. 

The Requirements 
GRM Windows needed a system to automatically extract data from these documents, upload it to their accounts system and create an electronic copy that could be stored safely on their server for quick access and for backup in case of the need for disaster recovery.

The Solution
Blue Sky recommended PSI:Capture because it provides all the capability needed including:

  • intelligent data extraction from a variety of supplier invoices and other accounting documents
  • integration with Sage Line 50
  • conversion of scanned images into legally admissible text-searchable PDF format
  • storage and retrieval of documents using the PSI:Search application
 
Adopting PSI:Capture for scanning and data capture has not only reduced the time taken to get supplier invoice data into Sage but it has also allowed us to store all our accounting documentation safely offsite on a remote server, eliminating the risk of losing critical company information in the event of a fire or flood.
— Richard Gambling, managing director, GRM Windows
 

Solution Components in Summary

Capture Software: PSI:Capture with advanced data extraction and Sage integration 
Output Formats: Text-searchable PDF and CSV data file 
Document Management: PSI:Search viewing software 
Accounting Systems: Sage Line 50 
Scanner: Canon Multi-function Printer

 

PSI:Capture identifies each item and extracts required data from each document type. Lookups to a database retrieve supplier details, tax rates and nominal codes.

Data is exported into Excel (CSV) format and imported into Sage. Scanned documents are converted to PDF for storage and retrieval by PSI:Search